Request Demo

Concept to Success: Planning Remarkable Virtual Events

Laurence Tognetti
October 30, 2023

I. Introduction  

With virtual events becoming as mainstream as in-person events to network and build lasting connections, the importance of effective planning to achieve a successful virtual event cannot be overstated. Here, we will examine a myriad of methods that you can use to plan and organize your virtual event successfully so all parties involved can benefit from the experience.  

II. Defining Your Event's Concept  

Identifying goals and objectives is vital to a successful virtual event, which allows you to develop a framework and roadmap for you to strategize and outline what you hope to accomplish for both your brand and your attendees. 

When planning your virtual event, it’s important to research your target audience and attendee personas so you know what features and exhibits will make the most meaningful impact. Are you targeting industry or academia? Students or workers? Experienced or novice? These questions are vital when researching your target audience, so you know how to engage your attendees and keep them engaged.  

When planning your virtual event, it’s important to research your target audience and attendee personas so you know what features and exhibits will make the most meaningful impact.

III. Creating a Solid Event Strategy  

When developing your virtual event, crafting a compelling event theme and narrative will help orchestrate how the event will unfold to achieve maximum engagement. Additionally, asking the right questions will help as well. Does this theme and narrative align with your target audience? Should you have a backup theme and narrative? Can you alter the composition and narrative throughout the event to ensure maximum engagement? 

Like all endeavors, outlining the format, structure, and flow of your virtual event will not only help ensure maximum engagement for your attendees. Still, it will also allow for a smoother experience for all parties. Similar to crafting a theme, it's important to incorporate how this outline can be altered throughout the event to maximize engagement, along with whether the outline meets your target audience's needs.  

IV. Building a Dynamic Event Agenda  

Your event agenda drives the entire event, so designing engaging and diversified sessions is key to a successful virtual event and achieving your event agenda goals. These sessions include live chats, Q&As, polls, and gamification, to name a few. 

Like all endeavors, incorporating scheduled breaks and networking opportunities will not only help build your brand but will keep your attendees engaged, as well. Having a scheduled 10-minute break every hour will allow your attendees to grab a cup of coffee or a quick snack so they remain engaged and energized for all of your sessions. Additionally, incorporating networking opportunities into your event will allow your attendees to build lasting connections and allow them to look forward to future events you might host, as well. 

A key piece to your virtual event agenda could be to secure notable speakers, thought leaders, and experts in the appropriate fields and ensure they are compatible with your target audience. Such speakers will provide an extra level of engagement and excitement to your event while maximizing engagement for all parties. 

V. Promotion and Audience Engagement  

All successful virtual events incorporate a balanced formula of promotion and audience engagement, and this can first be achieved through developing a comprehensive promotional strategy designed to target the right audience and maximize engagement. 

There are several methods for promoting your virtual event, including the use of social media, email marketing, and partnerships with appropriate virtual event platforms. These methods will help leverage the right technology to achieve maximum promotion for your virtual event and get potential attendees excited about it.    

Another method is encouraging early registration and audience engagement to help spread the word about your upcoming virtual event. Early registration will allow potential attendees to get involved as soon as possible. Hence, they are prepared to interact and engage with other attendees throughout the event, maximizing network opportunities for all parties involved.   

VI. Ensuring Technical Readiness  

To maximize the potential for a successful virtual event, it's vital to ensure that everything is in working order, which includes conducting pre-event technology tests and rehearsals, providing clear instructions for your attendees, and preparing speakers and presenters for delivering their talks on the virtual platform you've chosen for your event.   

Like all presentations, conducting pre-event technology tests and rehearsals will ensure a smoother experience for all parties, which includes cleaning up technological bugs and glitches that might interfere with your attendees having the most engaging experience possible.  

Before the virtual event, providing clear instructions to your attendees will better prepare them for all sessions, breaks, and networking opportunities.

Before the virtual event, providing clear instructions to your attendees will better prepare them for all sessions, breaks, and networking opportunities. This way, the attendees enter the virtual event fully prepared and ready to engage with presenters and other attendees as the event progresses.  

When incorporating notable speakers, thought leaders, and experts into your virtual event, it's important to ensure they are prepared for their virtual delivery by allowing them time to rehearse and share the topic of their presentation. This can be accomplished by allowing them to briefly rehearse their talks on your platform to ensure all facets operate smoothly, which will not only ensure the actual talk goes smoothly but will also ensure maximum attendee engagement.   

VII. Collecting Feedback and Analytics  

Once the virtual event is complete, gathering attendee feedback and conducting post-event surveys as soon as possible will ensure your attendees can provide fresh feedback. These can be accomplished with email questionnaires or surveys immediately after the virtual event, ensuring maximum feedback from your attendees.   

Feedback can also be achieved during the virtual event by analyzing engagement metrics and key performance indicators (KPIs) with artificial intelligence, which will inform you how much your attendees are interacting with each other and any speakers you might have, as well.  

Using insights during and after the virtual event will enable you to improve future virtual events, which will not only boost your brand but also maximize networking opportunities for your attendees.   

VIII. Conclusion  

Like all endeavors, it's all about the journey, not the destination, and celebrating the journey from concept to success for your virtual event will allow you to enjoy it that much more! From developing goals and objectives to ensuring a smooth technology platform and maximizing attendee engagement will allow you to get creative while building lasting connections with both your colleagues and attendees while hosting a successful virtual event that everyone can enjoy!  

Virtual events have become as mainstream as in-person events, and embracing the ongoing evolution of virtual events will ensure a brighter future for both building your brand, building lasting connections, and networking opportunities for all parties involved. Virtual events are here to stay, and taking the necessary steps to ensure their ongoing success will ensure a better and brighter future for all! 

Written by Laurence Tognetti

Laurence Tognetti is a six-year USAF Veteran with extensive journalism and science communication experience for various outlets. He specializes in space and astronomy and is the author of “Outer Solar System Moons: Your Personal 3D Journey”. Follow him on Twitter and Instagram @ET_Exists.

© 2023-2024 Chati LLC. All rights reserved.